HUD Web User Guide
TABLE of CONTENTS Overview: Fonality HUD Web... 4 1. Prerequisites for HUD Web Installation... 6 2. Logging in to Fonality HUD Web... 6 3. Installing the HUD Web Plugin 7 4. Managing Calls..8 a. Making a Call. 8 b. Transferring an Internal Call 9 c. Transferring an External Call.. 9 5. Control Panel Features: Configuring a Softphone for HUD Web..11 a. Setting up the Softphone Feature.11 b. Adjusting Softphone Preferences. 11 c. Changing Your Call Location..12 6. Control Panel Features: Adding a Personal Photo or Avatar to HUD Web.12 7. Using the Chat Feature in HUD Web.13 a. Starting a 1:1 Chat.13 b. Starting a Group Chat.14 8. Calls & Recordings.15 a. Checking Voice Mail.15 b. Managing Voice Mail..16 9. Conferencing.17 a. Joining a Conference Call.17 b. Starting a Conference.17 c. Inviting Others to Join a Conference 17 10. Call Center..18 11. Screen Share.19
TABLE of CONTENTS (Cont d.) 12. Search 19 13. Video Collaboration.20 a. Logging In b. Starting a Video Conference.20 c. Joining a Video Conference 20 d. Managing a Video Conference 14. Box 21 a. Installing Box Sync on a Computer 21 b. Using Box 23 15. Using the Docking Area.25 16. Support for HUD Web.25
Overview Fonality HUD Web Welcome to HUD Web, the ultimate Unified Communications application that brings Chat (Instant Messaging), Calls and Call Recordings, Group Conferencing, Call Center capability, Screen Share, Video Collaboration and a Shared Document portal all together in one integrated User Interface. This User s Guide will enable an End User to set up and use Fonality HUD Web. The HUD Web dashboard is divided into three vertical sections: The left-hand section lists the company directory and is where you will place calls, both internally and externally. All View Recent View Page 4
The right-hand section is called the Docking Area and is where you can dock a user, a group of users, a conference room, park calls and view your call queue. At the top of the HUD Web Dashboard, you will see eight icons representing the various HUD Web components that you manage in the central section of the HUD Web Dashboard. Page 5
We ll explore each of these components in this User Guide, as follows: Me => Your Main Page : Establish your availability for incoming calls, place calls, view recent calls, and set up your Account Preferences. Calls & Recordings => View your complete Call Log, hear Voice Mail and listen to any recorded calls. Conferencing => Find an available line for conferencing, set up the conference call and invite people to join. Call Center => View your call queue -- or everyone s call queues and how many calls are waiting. Screen Share => Share your screen during a conference call or allow others to present. Search => Type or speak name of contact, team, queue or conference room. Video Collaboration => Take your conference calls to the next level with instant video collaboration for face-to-face interactive discussions. Box => Access, manage and share critical content with others right from your Control Panel. However, before we do that, let s outline out to get HUD Web installed on your computer. 1. Prerequisites for HUD Web Installation Obtain the Fonality Server ID from your IT Administrator. Send an email to help@fonality.com to receive your login credentials. 2. Logging in to Fonality HUD Web Navigate to http://hudweb.fonality.com/ Enter your server and phone extension, separated by an underscore, along with your password in the fields as shown. NOTE: Contact your IT Administrator if you have not received an email from Fonality with your login credentials. Page 6
3. Installing the HUD Web Plugin USER GUIDE: HUD WEB When you log into HUD Web for the first time you will be prompted by your browser to install a plugin. This plugin is necessary to receive screen pop notifications. Follow your browser s instructions to install the plugin. The example shown below is Google Chrome. Page 7
4. Managing Calls a. Making a Call Calls can be made from two places in the left section of the Control Panel: The Upper Call area of the left section of the Control Panel, if you don t know the person s extension or phone number; or, The Bottom Call area of the left section of the Control Panel. SELECT => All to search for the Contact HOVER over the Personal Photo or the Avatar of the contact From the Pop-up Menu CLICK => Call HUD Web will automatically place the call Use the SmartPhone in your computer to talk, or pick up the receiver on your phone Page 8
b. Transferring an Internal Call USER GUIDE: HUD WEB CLICK => All to use SEARCH to find the Contact Name DRAG and DROP the call from the Bottom Call area to the contact of choice in the Upper Call area (In this example, transferring a call with Katerina Roemer to Daryl Reva). c. Transferring an External Call While on a call, CLICK => in the Call Box to bring up the Call Menu in the Control Panel. From the Call Menu CLICK => Transfer to bring up the Transfer Menu Page 9
ENTER => the External Number to transfer the call to => Destination CLICK => Tranfer The call will be transferred and the existing call will end. Page 10
5. Control Panel Features: Configuring a Softphone for HUD Web a. Setting up the Softphone Feature The softphone feature in HUD Web allows for placing and receiving calls using your computer s microphone, speakers or a headset. To use the softphone, CHANGE => Location to HUD Web Softphone (see 5c below). b. Adjusting Softphone Preferences CLICK => Preferences => Phone ADJUST => Microphone and Speaker levels, echo cancellation, and input, output and ring devices. NOTES: For best call quality, Fonality recommends using a headset with the HUD Web softphone. When switching To or From a headset, make sure to change your input and output settings. Page 11
c. Changing Your Call Location HUD Web has the capability to route calls to your mobile phone, softphone or alternate extension when you change your physical location. From Your Control Panel (aka Me ) CLICK => Location Use the location dropdown to select a different location to route calls. The HUD Web softphone allows you to make calls using the microphone and speakers built into your computer, and you can also add your mobile phone and another office location. 6. Control Panel Features: Adding a Personal Photo or Avatar to HUD Web Under Preferences => SELECT Account Scroll to My Personal Information CLICK => Upload BROWSE to the Pictures folder on your computer CLICK on the image that you want CLICK => Open The image that you select will be automatically uploaded to your Control Panel. Page 12
7. Using the Chat Feature in HUD Web a. Starting a 1:1 Chat Locate the person using the Contacts Menu in the left-hand section of the dashboard under Favorites, Recent or Groups. If your contact isn t under one of these categories, CLICK => All to search by Name, Number or email address. CLICK => Contact Name to chat. Page 13
b. Starting a Group Chat CLICK => Groups in the Contacts Menu SCROLL => Locate the Group you want to chat with. SELECT => The Team/Group name. CLICK => Call to chat with all of the members of the team To build a New Group, CLICK => New Page 14
8. Calls & Recordings CLICK => The Calls & Recordings icon on the Control Panel menu to view your call log, voice mails and recorded calls. a. Checking Voice Mail SELECT => Voicemails If your Fonality system has voicemail transcription, you will see text transcriptions of all available voice messages. To search for a particular message, type the C ontact Name in the SEARCH field. To listen to a particular voicemail, CLICK on the Message Transcription or the Contact Name. You will see your message playing in the top right of the screen and can rewind, fast forward, or pause by hovering over it. To call the contact back, HOVER over the message CLICK => Call Page 15
b. Managing Voice Mail From the Actions drop-down, you can Mark all messages as read or unread, or delete them. From the Sort by drop-down, you can Sort messages alphabetically, by date received or by status. Page 16
9. Conferencing a. Joining a Conference Call CLICK => The Conferencing icon on the Control Panel menu. CLICK => Sort by Location to sort conference rooms by location, room number or activity. You can also use Search to locate a conference room. CLICK => On the Room CLICK => Join b. Starting a Conference CLICK => Find Free Room & Join c. Inviting Others to Join a Conference CLICK => + Add someone to invite another person(s) to join the conference. The person(s) you invite to join the conference will receive a call with the Caller ID for the conference room. Once they CLICK => Accept they will be placed in the conference. OR => DRAG and DROP someone from your Recent call list into the conference room. Page 17
10. Call Center CLICK => The Call Center icon on the Control Panel menu to view all of the queues that you are authorized to view. You can view My Queues or All Queues. CLICK => My Status to log in and out of particular queues. CLICK => Sort by to sort queues by one of options shown above. CLICK = > Either the List icon or the Grid icon Grid View List View Page 18
11. Screen Share CLICK => The Screen icon on the Control Panel menu to initiate a Screen Sharing session. ADD => Members by entering their names in the + MEMBERS field. CLICK => Start screen share. 12. Search CLICK => The Search icon on the Control Panel menu. ENTER => Contact Name, Team, Queue or Conference Room CLICK => Search Page 19
13. Video Collaboration HUD Web provides the capability to instantly take a conference call to the next level of interaction with Video Collaboration. The place to start using Video Collaboration => hudweb.fonality.com Topic Prepare an Agenda that everyone on the call can see. Join a Conference ENTER => Meeting ID CLICK => Join Conference Start a Conference ADD => Members CLICK => Start Conference a. Logging In NAVIGATE => http://hudweb.fonality.com ENTER => User Name and Password CLICK => The Video Collaboration icon on the HUD Web menu. NOTE: If you are not sure about your HUD Web login credentials, check for an email from Fonality or contact your IT Administrator. For issues logging in to Fonality HUD Web, please contact your IT Administrator. Page 20
b. Starting a Video Conference ADD => Members by entering their names in the + MEMBERS field. CLICK => Start conference. c. Joining a Video Conference ENTER => Meeting ID CLICK => Join conference. NOTE: Wait 15-30 seconds for the video to initiate and connect. If your guests click on the Meeting Link prior to the video initiating, they will receive the message below. Have them re-click the link once the session has begun. d. Managing a Video Conference Once a video collaboration session is started, you have additional options located at the bottom of the screen for managing the conference (see below): Audio => Mute or Unmute yourself Video => Allow participants to see you or not Settings => Invite CLICK => Invite You now have the option to email the session, copy and paste it into a chat window or invite additional participants Depending on bandwidth, you can host up to 25 video collaborators View Participants => Mute all or some attendees Share Screen => Share your screen without having to leave the video conference Chat => Chat with All or individual guests Record => Record the session End Meeting => End the video session Page 21
Microphone Turn your audio ON or OFF Audio and Video - Allow the video conference owner to toggle audio and video during the meeting Settings Initiate conference recording Invite - Invite up to 25 collaborators via email or Instant Messaging (IM). Page 22
Participants Mute/Unmute All, Lock Screen Share, Lock Meeting Share Screen - Share your screen without leaving video conference Page 23
Chat - Chat with all attendees or individual attendees Record CLICK => Record to record the session. The recorded file will be automatically converted to mp4 when the meeting ends. Page 24
14. Box USER GUIDE: HUD WEB Keep Content Organized: Box makes it easy to upload and organize all your files documents, spreadsheets, presentations, images, audio and video files in just a few clicks. Share Files Quickly and Easily: With Box, you share content with your team and external partners and vendors just by sending a link. Manage Content Access: With Box, you define who can access and edit specific files and folders. You also get the reassurance of password-protecting shared links. a. Installing Box Sync on a Computer Once your IT Administrator has set you up as a User for Box LOGIN => https://[your Company].app.box.com/files CLICK => The Settings Icon next to your User Name CLICK => Get Box Sync SELECT the appropriate Operating System for your computer to download (see below). CLICK => Run to install Box Sync on your computer. ACCEPT => License Terms and Conditions CLICK => Install Page 25
Page 26
b. Using Box Once Box Sync is successfully installed, GO TO => https://fonality.app.box.com/login ENTER => Password in the Log in to your account screen CLICK => Log in From the Box Menu Bar CLICK => the Folders Icon to: View and Work With Existing Folders and Files Page 27
Upload Files and Folders Create New Folders and Documents Perform Other Actions Page 28
15. Using the Docking Area The Docking Area is the perfect place to dock Contacts, Groups, Conference Rooms and Queues that you use on a daily basis. By default, My Queues and Parked Calls will always appear in the Docking Area. To dock a Contact, Group, Conference Room or Queue CLICK and DRAG => The Icon into the Docking Area To remove an item from the Docking Area, HOVER => Over the Icon CLICK => Undock 16. Support for HUD Web If you encounter any issues, please send us details (time and date; user ID; SID; etc.) to betafeedback@fonality.com or help.fonality.com. Page 29